Managing Projects, Programs, & Portfolio using Microsoft® Project 2019

[2019]

Managing Projects, Program,

and Portfolio using
Microsoft® Project 2019

Module-8
Tracking Progress using Microsoft®
Project 2019

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Our Microsoft Project 2019 E-Learning Series

Microsoft® Office Project 2019 assists the project professionals to accomplish their project goals by using
the accepted standards and practices of project management methodology.

The typical Project Life Cycle across any industry verticals comprises of the following three phases:

- Build a plan
- Track and manage a project
- Close a project

Our Microsoft® Project 2019 E-Learning Series is based on the same & each of these phases is covered in
detail in different E-Learning Modules.

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In this module, we would be focusing on Tracking Progress

Module VIII : Tracking Progress using Microsoft Project 2019

Track progress

Goal Description

Set up a project for

Tracking Decide which tracking method to use and which items to track, such
as task start and finish dates, work, and resource costs. Then, make
sure that your team is set up for the tracking method you've chosen.

Record Progress &

Respond to Updates Update the plan with the actual start and finish dates, actual work,
actual and remaining duration, and the current percent complete
and percent work complete.

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Select the items that you want to track and choose your tracking method, and then begin monitoring
your project's progress

A - Set up a project for tracking

Though Microsoft Office Project 2019 makes tracking easy, there are several steps to take before you can
begin tracking project progress. First, decide which tracking method to use and which items to track, such
as task start and finish dates, work, and resource costs. Then, make sure that your team is set up for the
tracking method you've chosen.

Before you start tracking your schedule, you may want to set a baseline so that you can compare it with
your up-to-date schedule later in the project. As your project progresses, you may also want to save an
interim plan periodically.

Note To set or update a baseline or an interim plan in an enterprise project, you must be connected to
Microsoft Office Project Server, and you must have the necessary permissions. For more information
about permission settings, contact your server administrator.

1) Learn about baselines and interim plans

A baseline is a group of nearly 20 primary reference points (in five categories: start dates, finish
dates, durations, work, and cost estimates) that you can set to record the original project plan
when that plan is completed and refined. As the project progresses, you can set additional
baselines (to a total of 11 for each project) to help measure changes in the plan. For example, if
your project has several phases, you can save a separate baseline at the end of each phase, to
compare planned values against actual data.

Because the baseline provides the reference points against which you compare actual project
progress, the baseline should include your best estimates for task duration, start and finish dates,
costs, and other project variables that you want to monitor. The baseline may also represent a
contractual obligation for the project. Baseline information that consistently differs from current
data may indicate that your original plan is no longer accurate, possibly because the scope needs
review or because the nature of the project has changed. If project stakeholders agree that the
difference warrants it, you can modify or rework the baseline at any time during the project. You

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may find that setting multiple baselines is especially useful for long projects or for projects in
which the baseline is rendered irrelevant by significant changes to scheduled tasks or costs.

An interim plan is a set of current project data that you save after the project begins and that you
can compare against the baseline to assess project progress. An interim plan saves only two kinds
of information: the current start dates and finish dates for tasks.

You can set up to 10 interim plans for a project. If you need to keep records of extensive project
data during the planning phase, it is a good idea to set multiple baselines instead of using interim
plans.

For example, you may want to set a baseline at each major planning milestone. Then, if you need
to save only task start dates and finish dates after the project begins, you can set multiple interim
plans. For example, you may want to set an interim plan on a monthly or quarterly basis.

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2) Set a baseline
STEPS

1. On the Task pane, click Gantt Chart.

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2. If you are setting a baseline for specific tasks, select the tasks, including subtasks and summary
tasks, that you want to include in your baseline plan. (If you are setting a baseline for the entire
project, skip this step.)

Tip To select adjacent tasks, hold down SHIFT, and then click the first and last tasks that you
want. To select nonadjacent tasks, hold down CTRL, and then click each task that you want. You
can select up to 10 tasks at one time.

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3. On the Project pane, click Set Baseline.

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4. Click Set baseline, and then select the baseline that you want to set.

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5. Under For, do one of the following:

a. To set the baseline for all data in the project, click Entire Project.

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b. To set the baseline for only the tasks that you selected in the Gantt Chart view, click
Selected tasks.

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6. Under Roll up baselines, select how you want baseline data to be rolled up:

a. To all summary tasks Select this check box if you want updated baseline data for the selected
tasks to be rolled up to the corresponding summary tasks. Otherwise, baseline data for
summary tasks may not accurately reflect subtask baseline data.

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b. From subtasks into selected summary task(s) Select this check box if you want baseline data
for selected summary tasks to be updated to reflect both deletions of subtasks and added
tasks for which you previously saved baseline values.

Note If you selected both subtasks and their summary tasks, select both check boxes.

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3) Set an interim plan

Steps
1. On the Project pane, click Set Baseline

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2. Click Set interim plan.

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3. In the Copy box, click the start and finish or baseline values that you want to save. (The current
start and finish, and baseline values are not numbered.)

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4. In the Into box, click the name of the interim plan into which you want to copy the values.

Note If you select one baseline in the Copy box and another baseline in the Into box, you will save
a baseline, rather than an interim plan. All baseline data will be copied. If you select a baseline in
the Copy box, and a start and finish interim plan in the Into box, only the start date and finish date
from the baseline will be copied to the interim plan.

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5. Click Entire project or Selected tasks to save the portion of the schedule that you want.

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4) Update a baseline or an interim plan

If changes to your initial plan occur after you set a baseline or an interim plan, you can update the
saved data.

Tip If changes to your plan occur while your project is underway, you may find it helpful to save a
second set of baseline or interim data, rather than updating your existing saved data.
STEPS
1. On the Task pane, click Gantt Chart.

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2. In the Task Name field, select the tasks, including subtasks and summary tasks, that have baseline
or interim data that you want to update. (If you are updating baseline or interim data for the entire
project, skip this step.)

Tip To select adjacent tasks, hold down SHIFT, and then click the first and last tasks that you want.
To select nonadjacent tasks, hold down CTRL, and then click each task that you want. You can select
up to 10 tasks at one time.

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3. On the Project pane, click Set Baseline.

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Do one of the following:

a. If you are updating a baseline, click Set baseline, and then select the baseline that you want
to update.

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b. If you are updating an interim plan, click Set interim plan. In the Copy list, select the data
that you are copying. In the Into list, click the interim plan that you want to update.

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c. Under For, do one of the following:

d. To update the baseline or interim data for the entire project, click Entire Project.

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e. To update the baseline or interim data for only the tasks that you selected in the Gantt
Chart view, click Selected tasks.

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4. Under Roll up baselines, select how you want the updated baseline data to be rolled up:
a. To all summary tasks Select this check box if you want updated baseline data for the
selected tasks to be rolled up to the corresponding summary tasks. Otherwise, baseline data
for summary tasks may not accurately reflect subtask baseline data.

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b. From subtasks into selected summary task(s) Select this check box if you want baseline
data for selected summary tasks to be updated to reflect both the deletions of subtasks and
added tasks for which you previously saved baseline values.

Note: - If you selected both subtasks and their summary tasks, select both check boxes

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5. Click OK.

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6. When prompted to overwrite the existing saved data, click Yes.

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5) Analyze baseline and interim data

After you set baseline or interim data, you can compare it with the scheduled and actual data to see
how your project is tracking against your initial goals.

View project baseline information

After you set a baseline for the entire project, you can view the baseline data side-by-side with the
current planned data, the actual data, and the variance.
STEPS

1. On the Project pane, click Project Information.

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2. Click Statistics.

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Compare baseline and scheduled information

You can compare baseline and scheduled information in either of two ways:

 To view variance information in a sheet view, on the View pane, point to Table, and then click
Variance.

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 To view variance information graphically by using the Tracking Gantt view, on the View
menu, click on the drop-down of Gantt chart and then click on Tracking Gantt.

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The Variance table shows start and finish dates for both scheduled information and baseline
information, making it possible to evaluate your prediction of how the project would progress
(baseline) by comparing that prediction with how the project is in fact progressing (actual).

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If the variance in your project doesn't show the values that you expect, there are several possible
explanations:

You might not have set a baseline. The variance is the baseline value compared with the actual value
for a field. If there is no baseline, Microsoft Office Project calculates this difference by using a 0
value for the baseline fields, resulting in variances that are as large as the scheduled field itself. For
example, suppose that you have a scheduled cost of $60 for a task. If no baseline is set, the baseline
cost is $0. The Cost Variance field therefore shows $60.

 You might have set multiple baselines, but Office Project uses only the initial baseline values (that
is, the values for the Baseline field, and not the values for Baseline1 through Baseline10) when
calculating variance. In this case, you might see information in variance fields, but the information
might seem to be outdated and possibly too large.

 You might have added new tasks to a project but not added them to the baseline plan. In this case,
you might see variances that are equal to the scheduled values.

 You might not have updated actual values for those tasks that are completed or in progress. In this
case, variances might be equal to the scheduled values, or otherwise larger than you expect.

 You might have added new tasks or assigned resources and then set a baseline plan, but the baseline
information for the summary task has not yet been updated. In this case, accurate variance values
are showing for the individual tasks but not for summary tasks.

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6) Compare multiple baselines

If you want to keep records of extensive project data during the planning phase, you may want to
set multiple baselines, because baselines store more values than interim plans. To view tracking
information across multiple baselines, use the Multiple Baselines Gantt view. (On the View pane,
click on drop-down of Gantt chart and select More Views. In the More Views dialog box, select
Multiple Baselines Gantt, and then click Apply.)

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Note: By default, the Multiple Baselines Gantt view shows the first three baselines (Baseline,
Baseline1, and Baseline2). To show other baselines, modify the bar styles on the Gantt chart.

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7) Prepare to track procurement progress

You may want to monitor how close you are to getting the goods and services that you need to
complete project tasks.

As you procure products and services, you can follow their status throughout the procurement
process. For example, at a minimum you may want to know whether a product or service is out
for bid, under evaluation, or under contract, as well as the name of a selected supplier.

With Project 2019, you can track procurement progress by inserting the fields you need into task
sheet views, and then tracking their progress

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B - Record progress and respond to updates

After you've chosen the items you want to track and the tracking method, you can begin tracking
those items. For the most part, you track progress by exchanging task status information with team
members and then incorporating the most up-to-date status information into your project plan.

As work on your project progresses, you can update the plan with the actual start and finish dates,
actual work, actual and remaining duration, and the current percent complete and percent work
complete.

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1) Update actual start and finish dates

STEPS
1. On the View pane, click Gantt Chart.

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2. In the Task Name field, select the task that you want to update.
3. You cannot update actual start and finish dates for a summary task.
4. On the Task pane, click on the drop-down of Mark on Track, and then click Update Tasks.

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5. Under Actual, enter the new dates in the Start and Finish boxes.

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NOTES Entering an actual start date or actual finish date for a task changes the corresponding
scheduled or planned date for that task. Baseline dates, however, are not affected by changes that
you make to the actual or scheduled dates. To compare baseline and scheduled dates, on the View
pane, point to Table, and then click Variance.

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6. If you enter an actual finish date for a task, Project calculates its percent complete to be 100%.

7. To quickly update actual start and finish dates for multiple tasks that have the same date, select
each task that you want to update, and then, on the Project pane, click Update Project. Click
Update work as complete through, type or select a date, and then next to For, click Selected
tasks.

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2) Update actual work

If you know the amount of work that has been performed on a task, you can enter the actual work
for the task. If you know how much work each resource has performed on a task, you can enter
the actual work for each assigned resource.

Update total actual work for tasks

STEPS

1. On the View pane, click 0n the drop-down of Gantt chart and then click on More Views.

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2. In the Views list, click Task Sheet, and then click Apply.

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3. On the View pane, point to Table, and then click Work.

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4. In the Actual field of the tasks that you want to update, enter the actual work values.

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The recalculated values for percentage of work complete and remaining work appear in the %
W. Comp. (Percent Work Complete) and Remaining (Remaining Work) fields, respectively.
Press TAB to move to the field if it is not visible.

NOTE When you specify the actual work for a task, Project calculates the percentage of work
completed and remaining work according to the formulas Percent Work Complete = Actual Work /
Work and Remaining Work = Work - Actual Work.

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Update actual work for resource assignments

If you need to track how much work each resource has performed on a task during a specific time
period (for example, daily), you can enter the time-phased information for actual work for each
assigned resource.

To track how much work each resource has performed on a task since the task began, you can enter
the total actual work performed by each assigned resource.

STEPS

1. On the View pane, click Task Usage.

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2. If you are updating the time-phased actual work for each assigned resource, on the Format
menu, check Actual Work checkbox.

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3. In the Act. Work field in the right pane of the view, enter the actual work for the resource
assignments that you want to update.

By default, the timescale in the Task Usage view is divided into days. To update actual work
for a resource assignment in a different time interval (for example, weekly or monthly) you
can change the timescale.
NOTE Project adds up the actual work in each period to display the total actual work for
each resource. It also adds up the total work values for each resource to display work totals
for each task.

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4. If you are updating the total actual work performed by each assigned resource, on the View
pane, point to Table, and then click Work.

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5. In the Actual field, type or select the actual work for the resource assignments you want to
update.

Press TAB to move to the field if it is not visible.

NOTE When you specify the actual work for a resource assignment, Project calculates the
percentage of work complete and remaining work for the assignment according to the
formulas Percent Work Complete = Actual Work / Work and Remaining Work = Work - Actual
Work. For each task, Project calculates and displays the sum of the work performed by the
individual resources.

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3) Update actual and remaining duration

If you know that a task will take more or less time than Project has calculated, you can specify the
remaining duration.

STEPS

1. On the View pane, click on the drop-down of Gantt chart and then click More Views.

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2. In the Views list, click Task Sheet, and then click Apply.

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3. On the View pane, point to Table, and then click Tracking.

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4. In the Act. Dur. (Actual Duration) field, enter the actual durations for the tasks that you want
to update.

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The recalculated values for percentage of completion and remaining duration appear in the %
Comp. (Percent Complete) and Rem. Dur. (Remaining Duration) fields, respectively.

Press TAB to move to the field if it is not visible.

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5. In the Rem. Dur. (Remaining Duration) field, type the remaining durations for the tasks that
you want to update.

The recalculated values for duration and percent complete appear in the Duration and %
Comp. (Percent Complete) fields (You may need to insert the Duration field.). Press TAB to
move to the field if it is not visible.

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NOTES When you specify the actual duration for a task, Project calculates the percentage of
completion and remaining duration according to the formulas Percent Complete = Actual
Duration / Duration and Remaining Duration = Duration - Actual Duration.

6. When you adjust the remaining duration for a task, Project calculates the duration and percent
work complete according to the formulas Duration = Remaining Duration + Actual Duration and
Percent Complete = Actual Duration / Duration.

7. If you enter an actual duration that is greater than the scheduled duration before the task is
complete, Project updates the scheduled duration to equal the actual duration, changes the
remaining duration to zero, and marks the task as 100% complete.

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4) Update percent complete and percent work complete

Indicating the percentage of a task that is complete helps you track actual progress.

By specifying a percentage of completion between 0 (for a task that has not started) and 100 (for a
task that is finished), you can compare planned progress to actual progress.

TIP To quickly update the percent complete of specific tasks to 0%, 25%, 50%, 75%, or 100%, hold
CTRL and click each task that you want to update in the list, and then click the corresponding percent
complete button, such as 25% Complete , on the Task menu in Schedule Group.

If you have assigned resources to tasks and you are tracking work, you can indicate the percentage
of work that has been completed on a task. By specifying a percentage of work complete between
0 (when no work has been performed on the task) and 100 (when all the work has been
completed on the task), you can compare planned work to actual completed work.

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STEPS

1. On the View pane, click on the drop down of Gantt chart and then click More Views.

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2. In the Views list, click Task Sheet, and then click Apply.

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3. To update the percent complete, on the View pane, point to Table, and then click Tracking.

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4. In the % Comp. (Percent Complete) field, type the percentage of completion for the tasks that
you want to update.

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The recalculated values for actual duration and remaining duration appear in the Act. Dur.
(Actual Duration) and Rem. Dur. (Remaining Duration) fields.

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5. To update the percent of work complete, on the View pane, point to Table, and then click Work.

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6. In the % W. Comp (Percent Work Complete) field, type the percentage of work complete for
the tasks that you want to update. Press TAB to move to the field if it is not visible.

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The recalculated values for actual work and remaining work appear in the Actual and
Remaining fields, respectively.

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NOTES When you specify the percentage of completion for a task, Project calculates the actual
duration and remaining duration according to the formulas Actual Duration = Duration * Percent
Complete and Remaining Duration = Duration - Actual Duration.

 When you specify the percentage of work complete for a task, Project calculates the actual work
and remaining work according to the formulas Actual Work = Work * Percent Work Complete and
Remaining Work = Work - Actual Work.

 Project calculates the completion percentage of a summary task based on the progress of its
subtasks. You can also manually enter the percent work complete on a summary task.

 Project calculates the percentage of work of a summary task that is complete based on the progress
of its subtasks. You can also manually enter the percent work complete on a summary task.

If you manually enter percentage of work for a summary task, Project applies it to its subtasks
based on where they're scheduled. Tasks scheduled earlier get progress applied to them until they
are finished, and the progress continues to be applied to tasks until all are finished.

 You can set defaults to specify how Project will automatically adjust where actuals and remaining
work are placed according to the status date of the project

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Set the Status Reporting Date

Steps

1. Select the Project Pane and then click on Status Date.

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2. Select the Status date and click OK.

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Compare Actual values to baseline Estimates

Steps

1. Select Task Pane and then click on the Gantt chart.

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2. Right click on the Top-Left block and then click on Tracking.

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3. In the Gantt chart, Right click on the Add new column and then click on Insert column.

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4. Select Baseline cost.

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5. Compare the Actual cost to Baseline cost.

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Manage multiple Projects in the single Program

Steps
1. Select Project Pane.
2. Select the Row where you want to Insert the Project and then click on the Subproject.

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3. Locate and select the project and then click Insert.

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Changing the way types of task bars look

Steps

1. Display the view with the task bars you want to format.

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2. Select Format Pane, Under Bar styles click on Format and then select Bar Styles.

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3. Select the bar style and then click OK.

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Change the look of individual task bars

Steps

1. Select the tasks you want to modify and then choose Format pane, Under Bar styles click on
Format and then select Bar styles.

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2. Select the shapes, styles, and colors you want.

3. Click OK.

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Designing your own task bar styles

Steps

1. Display the view whose task bars you want to format.

2. Select Format pane, under bar styles click on format and then select bar styles.

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3. Goto end of the table and then, in the first blank row, Write the name of the cell.

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4. To tell Project when to use the style, select the style’s Show For…Tasks cell.

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5. In the From and To columns, choose the date fields that specify when the task bar starts and
ends.

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6. On the Bars tab and Text tab, select the settings for the bar style and fields you want.

7. If you’re done, click OK

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Stacking more than one task bar in the same space

Steps

1. Select the view that you want to modify and then click on the format pane, under bar styles
select Format and then click on bar styles.

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2. To add another task bar in another row, either insert a new row or copy one of the existing
task bar styles.
3. In the new or copied row, change the name—for example to “Task Baseline.”

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4. In the Row cell, type 2.

5. Repeat steps 2–4 to add other rows, or click OK to close the dialog box.

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Changing the layout of Task bar

Steps
1. Select Format Pane and then click on the Layout.

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2. Change how the Links look.

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3. Change the Date format, Bar height etc.

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4. To save changes, Click OK.

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Module VIII : Tracking Progress using Microsoft Project 2019

After completing this module, the participants have learnt to:-

 Setting up a Baseline.
 Set an interim plan
 Comparing multiple baselines and interim plan.
 Tracking your progress
 Formatting the bar styles

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